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A person's WWC record: verify, connect, monitor and offboard

Work through a person's five steps: record your status check, the date you connected them, alerts and confirmations, and when they stopped.

2 min readLast updated

Applies to: People & Volunteers · Administrator, Team member, Safety officer (HSEQ)

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Each person's record has five steps, with what's due next under To do now: 1 · Decide, 2 · Verify before they start, 3 · Connect in WWC Connect, 4 · Monitor and 5 · Offboard and retain.

2 · Verify before they start

  1. Step 1: Open the WWC status checker (the link is in the step) and check their clearance.
  2. Step 2: Choose What you checked and enter the Clearance or registration number and optional Card expiry.
  3. Step 3: Choose What the status checker showed and When you checked.
  4. Step 4: Add a dated record of the check if you have one (for example a screenshot or PDF), and select Record the check.

If a check was already recorded elsewhere in iComply in the last 30 days (a volunteer's register check, a presenter's or a staff member's), Use this check copies it in.

If the person gave a number on their self-service form, the step shows its last 3 characters so you can compare.

3 · Connect in WWC Connect

  1. Step 1: Connect them in WWC Connect (Service Victoria) by the date shown.
  2. Step 2: Enter the Date connected and select Record connected.

Where connecting is optional, it needs their consent first: Record consent. If a status alert is on record, don't connect them: re-check in the status checker first.

4 · Monitor

  • Watch for status alerts. See Status alerts.
  • Open-ended people are confirmed every year: Record confirmation with the Confirmed still active on date.
  • Child safety induction: record Inducted on and Code of conduct on.
  • They're a visiting interstate worker: record the Days of child-related work in Victoria this year, whether they Do other child-related work in Victoria this year, and whether they Hold an equivalent clearance from their home state. iComply warns you from 25 days; the exemption stops after 30.

5 · Offboard and retain

See Offboarding someone.

Details and evidence

  • Edit details: name, email, phone, date of birth, residential address (a 4-digit postcode), a WWC application number (while their check is in progress) and a registration number where the person has one. Service Victoria asks for these.
  • Change role, type or dates: a recorded start or agreement date needs a reason, kept in Date changes. Only an admin can change it once recorded.
  • Evidence: Add evidence keeps a file with a note.
  • History lists everything recorded, with who and when.
Clearance and registration numbers are stored encrypted, and only the last 3 show in lists. Show full number is for admins only, and every view is recorded in the audit log.
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